PRIVACY POLICY AND COOKIE POLICY

Last updated: 17.04.2026

By using the website www.toberent.com, you accept this Privacy Policy and Cookie Policy.

1. DATA CONTROLLER

The Data Controller is:

Aneta Berent conducting business activity under the name To Be Rent
ul. Kańskiego 9B/3, 81-603 Gdynia, Poland
NIP: 7732275639
E-mail: contact@toberent.com

2. SCOPE OF DATA PROCESSING

We process personal data provided in particular through:

  • contact forms
  • rental inquiries
  • booking and lease agreement process
  • telephone and email contact
  • documents provided during tenant verification
  • website usage (cookies and analytics)

3. PURPOSES AND LEGAL BASIS OF PROCESSING

3.1. Contact and pre-contractual activities

Legal basis: Article 6(1)(b) or 6(1)(f) GDPR

  • handling inquiries
  • preparing offers
  • property reservation
  • communication with users

3.2. Conclusion and performance of lease agreement

Legal basis: Article 6(1)(b) GDPR

  • conclusion and performance of the lease agreement
  • rent and utilities settlements
  • operational communication
  • contract administration

3.3. Legal obligations

Legal basis: Article 6(1)(c) GDPR

  • accounting and tax obligations
  • compliance with public authorities
  • storage of required documentation

3.4. Legitimate interest of the controller

Article 6(1)(f) GDPR

  • pursuing and defending legal claims
  • organisational contact related to service delivery
  • ensuring security and analysing website performance
  • assessment of rental risk
  • managing the client relationship in the scope of service delivery

3.5. Marketing (consent of the data subject)

Article 6(1)(a) GDPR

  • sending marketing information and offers
  • marketing contact (e-mail / phone / SMS – in accordance with the granted consent)
  • use of marketing cookies (where consent has been granted)

4. TENANT VERIFICATION (PAYMENT ABILITY)

In connection with the conclusion and performance of a lease agreement, and for the purpose of protecting the legitimate interests of the Controller and the Landlord, we may verify the Tenant’s payment ability.

The legal basis for data processing is:

  • Article 6(1)(b) GDPR (processing necessary for steps prior to entering into a contract),
  • Article 6(1)(f) GDPR (legitimate interests of the Controller – reducing the risk of non-performance of the contract and securing potential claims).

For this purpose, we may:

  • request documents confirming employment and income (e.g. employment contract, certificate from an employer, documents confirming the source of income),
  • verify creditworthiness and payment reliability in external debtor databases, in particular via entities such as Simple.rent, the National Debt Register (KRD) and BIG InfoMonitor,
  • use external service providers offering financial and creditworthiness verification services.

Data may be processed by entities acting as:

separate data controllers (e.g. operators of debtor registers)

data processors – depending on the scope of the provided service,

5. EMERGENCY CONTACT PERSON

The Tenant may provide an emergency contact person.

The personal data of such person is processed solely for the purpose of contacting them in urgent situations related to the performance of the lease agreement.

Legal basis: Article 6(1)(f) GDPR.

The Tenant confirms that they have informed the designated person about the transfer of their data and the purpose of its processing.

6. RECIPIENTS OF DATA

Personal data may be disclosed to:

  • IT and hosting service providers (WordPress, WPCasa, hosting provider)
  • email and communication service providers
  • accounting and bookkeeping services
  • law firms
  • payment service providers (if applicable)
  • tenant verification providers (e.g. Simple.rent)
  • debt registry operators (KRD, BIG InfoMonitor)
  • property owners (if applicable under brokerage agreements)
  • IT, marketing and analytics providers (Google, Meta)

All entities process data under data processing agreements or as independent controllers in accordance with GDPR.

7. MARKETING TOOLS AND PROFILING

The website uses:

  • Google Analytics
  • Meta Pixel (Facebook / Instagram)

Data may be used for:

  • website traffic analysis
  • remarketing
  • personalized advertising

Marketing profiling may occur; however, it does not produce legal or similarly significant effects for users.

8. TRANSFER OF DATA OUTSIDE THE EEA

Data may be transferred outside the European Economic Area (e.g. Google, Meta) based on Standard Contractual Clauses approved by the European Commission.

9. DATA RETENTION PERIOD

We store personal data for:

  • duration of contact or negotiations (if no agreement is concluded)
  • duration of the lease agreement
  • period required by law (e.g. tax regulations)
  • limitation period for potential claims
  • until consent is withdrawn (if applicable)

10. DATA SUBJECT RIGHTS

You have the right to:

  • access your data
  • rectify your data
  • erase your data
  • restrict processing
  • data portability
  • object to processing
  • withdraw consent at any time
  • lodge a complaint with a supervisory authority:

President of the Personal Data Protection Office (PUODO)
ul. Stawki 2, 00-193 Warsaw, Poland

11. VOLUNTARINESS OF DATA PROVISION

Providing personal data is voluntary, but necessary for:

  • handling inquiries
  • preparing offers
  • concluding and performing lease agreements

12. AUTOMATED DECISION-MAKING

Data may be used for tenancy risk and payment capacity assessment; however, decisions are not based solely on automated processing within the meaning of Article 22 GDPR.

13. COOKIES

The website uses cookies:

  • essential
  • analytical
  • marketing

Cookies are used for:

  • proper functioning of the website
  • analytics
  • marketing and remarketing activities

Users may manage cookies in their browser settings.